Travel Coordinator

Arrow Search Partners; Miami (FL); On-site; USD 70,000 - 100,000; Full time

Job summary

Arrow Search Partners is seeking a Travel Coordinator to support the CEO with all travel logistics, including international itineraries, private aviation, and high-end experiences.

The ideal candidate will have 5-7 years of experience coordinating executive or luxury travel, deep knowledge of travel requirements and visas, and flexibility to work evenings, weekends, and holidays when travel demands require.

Qualifications

• 5-7 years of experience coordinating executive or luxury travel.
• Experience booking private aviation.
• Knowledge of international travel requirements and visas.
• Willingness to work evenings, weekends, and holidays.
• Strong problem-solving and composure under pressure.

Responsibilities

• Coordinate domestic and international travel including air, accommodations, ground transport, and special experiences.
• Create detailed itineraries with confirmations and contingency plans.
• Monitor schedules and adjust plans for weather, delays, or priorities.
• Manage travel documentation such as passports and visas.
• Liaise with agencies, private aviation providers, hotels, and security teams.
• Track budgets, reconcile expenses, and maintain travel records.
• Coordinate travel for family, guests, and staff as needed.
• Be available outside business hours for urgent travel changes.

Skills

Executive travel coordination

Luxury travel

Budget management

Vendor coordination

Problem solving

Calm under pressure

Job description

Our client is a dynamic financial services firm focusing on innovation and client-first solutions in order to deliver personalized strategies across investment, planning, and risk management. The Travel Coordinator will assist the CEO of the firm with all travel logistics.

Responsibilities

• Coordinate all domestic and international travel arrangements including commercial and private aviation, accommodations, ground transportation, dining reservations, and special experiences
• Develop detailed travel itineraries ensuring all logistics, confirmations, and contingency plans are in place
• Monitor travel schedules and proactively adjust plans due to weather, delays, cancellations, or changing priorities
• Manage passport, visa, and travel documentation requirements
• Liaise with travel agencies, private aviation providers, hotels, concierge services, security teams, and household staff
• Track travel budgets, reconcile expenses, and process invoices while maintaining accurate travel records
• Coordinate travel for family members, guests, and staff as required
• Be available outside of traditional business hours to support time-sensitive travel changes and emergencies

Requirements

• 5-7 years of experience coordinating executive, luxury, or high-net-worth travel
• Experience within financial services preferred or similar fast-paced industry
• Experience booking private aviation travel
• Knowledge of international travel requirements, visas, and customs
• Flexibility to work evenings, weekends, and holidays when travel demands require
• Strong problem-solving abilities and the capacity to remain calm under pressure